Useful Information

Free Place Ratio

Our standard free place ratio is 1 free leader with every 8 paying passengers and 1 free with 10 for ski tours. However you can choose to bring more or less leaders on the tour and the price will increase/decrease accordingly. If you wish to bring extra leaders above the 1 to 8 ratio then supplements for flights and accommodation may be applied, depending on destination.

Change in Numbers

Please advise us as soon as possible if you have extra passengers, before confirming with them, so we can check availability with the airline and hotel, if necessary. If any passengers cancel from the tour then please be aware that this may affect your tour price and free place ratio due to the shared costs involved.

Cancellation Charges

Deposits are non-refundable but can be transferred to a replacement passenger. However, the applicable name change fee will be charged if airline seats have been purchased.

Our cancellation charges are as follows:

29 – 56 days prior to departure – 80% of the tour price.

28 or less prior to departure – 100% of the tour price.

Insurance

Our insurance is included for each passenger up to the age of 70, unless otherwise advised by you. Premiums will apply for those aged over 70 and for some pre-existing medical conditions so please check with our insurance company. A full copy of the policy terms and conditions will be sent to you on confirmation of your tour. If you wish to see the policy in advance then we would be happy to f orward it on to you.

Passenger Lists/Name Changes

In all cases, except if you flying long haul, we will require a passenger list of passport names for all passengers travelling. Please ensure names are correct as once they are submitted to the airline, name change fees will apply.

In the event that you must change one passenger name to another then the airline will charge a substantial name change fee for this, regardless of how small the change and they show no leniency at all. Name changes vary for each airline so we will advise the cost at time of change. We must receive all name changes in writing.

API (Advanced Passenger Information)

It is a compulsory requirement for any passengers intending to travel to Spain and the USA to provide some Advanced Passenger Information which includes date of birth, gender, passport number, expiry date, issue place and nationality. This information is generally required either at the time of ticketing or at the time of online check-in.

ESTA (Electronic System for Travel Authorisation)

Since January 2009 it has been compulsory for all Irish citizens to obtain approval through the Visa Waiver Programme (VWP) enforced by the U.S Department of Homeland Security.

All eligible passengers should apply for authorisation and pay the applicable fee by visiting http://esta.cbp.dhs.gov/.

This programme enables citizens from 36 countries to travel to the United States for 90 days or less without obtaining
a visa. For a list of the 36 countries please visit http://travel.state.gov. Please note that all passengers must have biometric (machine readable) passports to gain entry into the USA.

Passports & Visas

Most European destinations just require passports to be valid for the duration of your stay; however some do require 3 or 6 month validity from the return date. Please ensure that you check well in advance of travel.

All Visa requirements are the responsibility of the passenger and they should make contact with the Embassy of the country they are travelling to in plenty of time before travel.

We will send the passenger documentation supporting the visa application, if required. It is up to the individual to ensure that they comply with all requirements that are needed for them to enter the country and return to the Republic of Ireland or the UK.

Online Check-in

Compulsory online check-in is required for all Ryanair and Easyjet flights. We issue the boarding cards for your outbound and return flights and include them with your travel documents. Online check-in for Ryanair can only be done up to 7 days before travel, so please ensure that before this time we have a full passenger list with date of birth, nationality, passport number, expiry date and place of issue for each person.

It is extremely important that all passport information submitted to us is correct. Once tickets have been issued (14 days before) changes of any kind are not permitted, therefore a new ticket must be purchased.

Prepaid Tickets

Once we have prepaid any football tickets, theatre tickets, concert tickets and entrance tickets in general they are non-refundable.

Personal Property

We will not take responsibility for any property belonging to any group member that is lost or misplaced while on tour, due to negligence.

Contingency Fund

We would advise that the group leader carries an adequate contingency fund while on tour in case of any unforeseen events. Your Booking Bonus can be used for this or towards this fund.

Supervision

It is the responsibility of the group leaders to ensure that their students behave in the correct manner at all times. Students should be respectful to guides, coach drivers and hotel staff. If damage is caused to any property, such as hotel rooms or the coach, at any time then they will be held responsible for their actions. Any damage caused by any member of the group will be charged accordingly to the group.

No students under 18 must consume alcohol and smoking on coaches and in hotel rooms is strictly prohibited. Some hotels will ask for a deposit on arrival which will be returned on departure if all is in order.

Emergencies

In case of any emergency while on tour you will be provided with emergency telephone numbers, to contact our staff, with your travel documents.

EHIC (European Health Insurance Card)

The EHIC (replaced the E111 form) allows passengers to access health care while in EU countries, if necessary. All information can be found on www.ehic.ie.

Travel Documents

We will prepare your travel documents between 7-14 days prior to departure. This pack will contain all boarding passes (if Ryanair flights), tickets, reservation numbers, vouchers, finalised itinerary, baggage labels and any relevant emergency telephone numbers. We would ask you to check your travel documents carefully as soon as you receive them and advise us if you have any queries.

Delays

Unfortunately from time to time, strikes, weather or force majeure that is beyond our control can affect travel arrangements. We will advise group leaders as soon as we are aware of any reasons that could affect travel plans and try our best not to inconvenience you too much.

For outbound travel if you are delayed in any way that we may not be aware of then please let us know so we can contact the coach company and hotel to advise them of your delay.

Risk Assessment (applicable to Northern Irish Schools)

Please contact us for more information on how we can assist you with your Risk Assessment. We deal with each trip on an individual basis.

Publication

All information contained in this brochure is correct to the best of our knowledge as of September 2013. If any important changes occur we will advise you in writing at the time of quotation.